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Information item table separating health consultation logs and management reporting materials

2026.10.27 17:44

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Personal Information · Retirement Pension

Even if you try to divide health counseling records into three categories—counseling logs, work coordination opinions, and management reports—it is difficult to decide where to place each individual item. This Excel is Which document each information item goes into Indicate, as a record entered without a name or disease name Monthly Report by Management Type I have configured it to create it automatically.

What you can do with this material
The Excel file contains an information item table (30 items × consultation log, work coordination opinions, monthly report), definitions for 6 management types, a settings table for grouping departments by reporting unit, a reporting input table (300 rows), an automatic monthly report, a work coordination opinion form without a disease name column, records of sharing requests, and supporting evidence. If the number of personnel in the reporting unit is less than the standard Summing needed It is displayed, and if the number of entries in a cell is less than the standard, instead of a number <3 As, the cells that can be found by subtraction are Private It appears covered by...

📥 Download Excel Table of Health Counseling Information Items

Why the three records are divided and to what extent they are conveyed to department heads and management Health Manager Health Consultation Records | How Much Medical Information Should Be Used and To Whom Should It Be Reported To? You can see it first at.

📋 Here's how to read the information item table

For each item, whether to include it in the three documents is indicated using ● (Include), △ (Only when necessary, check conditions), and × (Do not include). Below are some of the 30 items.

Information Items	Original counseling log	Opinion on work adjustment	Monthly Report
Name/Employee ID	●	● (Identifying the relevant employee)	×
Department	●	●	△ Aggregated by reporting unit
Measured values (blood pressure, blood sugar, etc.)	●	×	×
Classification of health examination results	●	×	×
Disease Name/Symptoms	△ Scope required for counseling	×	×
Whether medication or medical treatment	△ The range he/she mentioned	×	×
Management type	●	×	● Number of cases/Personnel
Required work measures and timeline	●	●	△ 'n cases of work adjustment'
EAP guidance status	● 'Information' level	×	● Summary
EAP counseling content	×	×	×

The default values in Excel are examples. You may change them to suit your company's situation, but a warning message is displayed if you change the disease name or measurement value to ● in work adjustment comments or monthly reports. To change this column, you must first verify whether there is separate consent from the individual or a legal basis (Article 23 of the Personal Information Protection Act).

🧮 How should small departments combine their reports?

In the 'Set Reporting Unit' sheet, define the personnel and reporting unit for each department. For example, if you group the Quality Team (3 people) and the Equipment Team (4 people) into the 'Production Support' unit, Excel calculates the total number of personnel in the reporting unit and displays 'Aggregation Required' if it falls short of the standard (example internal standard: 10 people). Since there is no set standard number specified in laws or official guidelines, it is a value determined by the company and can be changed at the top of the sheet.

If the number of items in a single column of the monthly report is less than the standard (e.g., 3 items), it is displayed as '<3' instead of the number. This is because if a team's work adjustment is recorded as only one item in the same month, it is easy to guess whose case it is. However, if only one column in a row is hidden, the remainder can be determined by subtracting it from the total sum. Therefore, for rows with only one small column, the next smallest column is also hidden as 'Private', and if the total sum is less than the standard, the sum is also displayed as '<3'.

✍️ Work coordination suggestions to send to the department head; I have organized only the fields to fill in.

The 'Work Adjustment Opinion' sheet is a one-page form to be sent to department heads and HR. The columns are limited to Name/Department, Type of Action, Start/End Date, Date of Reconfirmation, Date Explained to the Person, and the scope of sharing agreed upon by the Person. There is no space to write the name of the disease. Select the type of measure from a list such as exclusion from night work, restriction on overtime, job reassignment, restriction on handling heavy objects, and reduction of working hours.

If you enter an end date, the reconfirmation date is set to 7 days prior to the end, and if the date for personal explanation is left blank, a "Delivery after personal explanation" warning appears. Since Article 210, Paragraph 1 of the Enforcement Rules of the Occupational Safety and Health Act stipulates that measures taken based on health examination results must be explained to the employee, we have included a step in the form to explain the matter to the employee first, rather than to the department head. If you leave the completed opinion statement as a single line on the sharing request record sheet, you can see at a glance when, to whom, and what was given.

🔢 Monthly Report Based on a Virtual Example

As a hypothetical example, let's assume a health manager at a manufacturing plant entered 38 consultations in October into a reporting input form. The input form contains only the consultation month, department, management type, new/repeat consultation, and referral agency, without names or disease names.

Management type	Production Plant 1	Production Plant 2	Production support	entire
One-time consultation	6	private	<3	13
Follow-up observation	4	private	<3	9
Sustainable Management	5	4	3	12
Medical institution linkage	<3	<3	<3	3
EAP linkage	<3	0	0	<3

Although there were actually 5 one-time consultations at Production Plant 2, they were obscured because the Production Support column in the same row was too small. What management can learn from this table is 'which plant has the most cases requiring continuous management' and 'how much external collaboration is occurring.' It is impossible to determine who has which disease. If disease-specific planning is required, please use the company-wide annual summary of health checkup results separately, rather than this table.

🗂️ Sheet composition

sheet	detail
Writing Guide	Usage order, ●·△·× criteria, explanation of reporting threshold values, precautions
Information Item Table	Nature of 30 information items (general, health, and business), inclusion of three documents, basis for judgment, and warning in case of risk change.
Management type	Meaning of 6 management types, record examples, and monthly report notation
Reporting Unit Settings	Minimum personnel and case count criteria, list of reporting units (automatic calculation and determination of total personnel), designation of reporting units by department
Input for Reporting	Consultation Month · Department · Management Type · New/Re-consultation · Partner 300 rows. Reporting unit automatically displayed, no Name or Disease Name columns.
Monthly Report	If you select a reporting month, the number of cases by management type × reporting unit, new/re-consultation, and linked agency is automatically tallied.
Opinion on work adjustment	Form for Action Suggestions to Send to Department Head/Personnel (No field for disease name, automatic reconfirmation date, warning before self-explanation)
Sharing request records	Record of information requests and scope of provision by department heads, personnel, etc., and whether consent was obtained.
reason	Summary of Articles and Links to Original Texts of the Occupational Safety and Health Act, Personal Information Protection Act, and Framework Act on Workers' Welfare

Before using Excel, there are three values that the company must establish: the minimum number of personnel per reporting unit and the minimum number of entries per column, the retention period for original consultation logs, and who will decide on information requests from department heads or HR. Since none of these three values are stipulated by law, once they are determined through the Occupational Safety and Health Committee or internal approval, they will be operated according to the same standards even if the person in charge changes. When determining the retention period for consultation logs, please also decide to store the two records in separate folders to avoid confusion with the statutory retention period for health examination results (5 years, Article 241, Paragraph 2 of the Enforcement Rules).

The sharing request record sheet is more useful than you might think. If you keep a record of what the department head asked, what was conveyed, and whether consent was obtained, it serves as a basis for judgment later if issues arise regarding "why wasn't it disclosed" or "why was it disclosed."

❓ FAQ

Q1. Can companies without a health manager use this?

You can use this. The nurse in charge of the health consultation, the person in charge at the entrusted health management agency, or the HR manager can divide the information items into the same table. However, please keep the information corresponding to the original consultation log in a separate location accessible only to the person who directly conducted the consultation, and leave only the summary for reporting purposes in this file.

Q2. What if an executive insists on asking for specific figures by disease?

If the goal is next year's health promotion plan, you can provide annual data at the company-wide level rather than by department or month, grouping only items that exceed a set minimum threshold into disease groups. By keeping only the management type in the monthly report and setting a separate scope for disease group data for planning purposes, standards will remain consistent even when the same requests are repeated.

Q3. Can I send the monthly report sheet as is?

When sending, please copy only the values from the Monthly Report sheet and create a new file. Since this file includes the Report Input and Sharing Request Records sheets, sending the entire file may include information that exceeds the reporting scope.

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